Payroll/HR Assistant

Position Summary

The Payroll & Human Resources Assistant provides critical administrative, onboarding, and compliance support to the Payroll & HR Specialist. This position assists with maintaining accurate employee records, coordinating onboarding for new hires and temporary project staff, completing E-Verify for all new hires, and supporting HR compliance requirements across multiple states.

This role is designed to support HR operations efficiently while allowing the Payroll & HR Specialist to focus on higher-level payroll, compliance, and strategic HR initiatives. The HR Assistant plays a key part in maintaining data integrity, timeliness, and compliance across all HR functions.

Essential Duties and Responsibilities

1. Payroll & Timekeeping Support (Assist / Prepare)

Review employee timecards for missing or inaccurate entries and notify supervisors for correction.

Enter approved PTO adjustments, anniversary hours, and schedule updates in Minute7 and QuickBooks.

Maintain PTO tracker, including adding new employees to the sheet and updating balances as needed.

Send weekly email reminders for employees to complete their timesheets.

Send Veterans Curation Program (VCP) hours to the Director of Administration after each payroll is processed (twice per month).

Provide backup payroll support and fully process payroll if the Payroll Administrator/HR Specialist is out of the office.

2. Employee Recordkeeping & File Reconstruction

Assist with creating and maintaining complete and compliant employee files (digital and physical).

Work collaboratively with HR Specialist to obtain missing employee information lost during prior system transitions.

Support ongoing HR server clean-up and proper document archiving.

Assist in collecting missing forms (W-4, I-9, emergency contact, certifications, etc.) as needed.

3. Compliance & Labor Law Maintenance

Complete and submit E-Verify for new hires in all applicable states.

Conduct and log background checks for Veterans Curation Program (VCP) participants twice per year.

Obtain and maintain updated federal and state labor law posters for each location and for fully remote employees.

Research and track annual updates to ensure postings remain compliant.

Assist with I-9 audits and ensure all re-verifications are tracked and completed timely.

4. Recruitment, Onboarding & Offboarding Support

Send new hire invitations through BerniePortal, Minute7, and background check platforms.

Assist with onboarding logistics for Veterans Curation Program (VCP) classes in Winter/Spring and coordinate temporary technician hire paperwork and onboarding.

Assemble, track, and upload new hire documents to employee files.

Make terminated or separated employees inactive in the QuickBooks/Sage system and remove them from Minute7.

5. Benefits & Employee Data Updates

Enter benefits changes and 401(k) eligibility updates into PTO tracker sheet.

Assist with beginning-of-year tasks, including entering benefit enrollment updates, PTO increases/resets, and salary increases.

Update employee contact, role, and department data in HR systems.

Qualifications

1–3 years of supportive and collaborative experience preferred.

Strong attention to detail and organizational skills.

Ability to maintain confidentiality and handle sensitive information appropriately.

Proficiency with Microsoft Office

Willingness to learn QuickBooks, Minute7, and Sage HRIS systems.

Excellent communication and follow-up skills.

Preferred Skills

Experience conducting E-Verify and/or background checks.

Knowledge of HR recordkeeping best practices.

Familiarity with multi-state or remote workforce compliance.

Interest in pursuing professional growth within HR.

Work Environment

Regular computer and data-entry work required.

Occasional lifting or moving of boxes up to 25 lbs (file maintenance).

Position Scope and Growth

This position provides administrative and compliance support to the Payroll & HR Specialist and serves as a foundational role in HR operations. The Payroll & HR Assistant will gain valuable experience in all HR functional areas.

Job Type: Part-time

Pay: $20.00 - $25.00 per hour